Word of Caution When Assigning Large Volumes of Credits to Warrants

Do you have large numbers of unassigned credits to assign to a tax warrant? If so, the number of credits may exceed the allowable amount of records that can be displayed at once in the Assign Credits to Warrant function window. We have recently found that, while the credits are still in your system, they may not all be visible within the Assign Credits to Warrant dialog box when, depending on your screen resolution, the number of outstanding credits exceeds approximately 185. For large numbers of unassigned credits the control used to display the credits simply stretches to its maximum and cannot display the remaining credits. But by being aware of the issue and assigning large numbers of credits in smaller increments you can nonetheless achieve the same result.

Inevitably, your Tax Collect database will at times contain dozens and dozens of credits resulting from overpayments and prepayments. As you know, a credit is not assigned to an invoice automatically, as you need to verify where the credit belongs. But the Assign Credits to Warrant function (Utilities | Assign Credits To Warrant) enables you to easily review and assign the outstanding credits in a single dialog box, without the need to flip back and forth between the Receipts and the Receivables tabs as you would do when assigning a single credit.

When the dialog box loads, it displays your outstanding credits down the left side of the window. Once you have selected the warrant to which you wish to apply the credits and have reviewed the possible credit/invoice matches you can indicate the credits you wish to assign using the corresponding check box to the left of the credit. After you have printed the assignment report, you can assign the selected credits to the corresponding invoices all at once.

If, however, the total number of credits is large enough (consult Reports | Credits and select all Unassigned Credits to review) you may notice if you scroll all the way to the bottom the visible credits stop and are followed by a large blank space at the end. Although the credits are there they are not visible and therefore cannot be assigned.

In the event the credits exceed the allowable amount for display (approximately 185, depending on your screen resolution) you will need to assign the credits in installments. Once the first installment of visible credits is assigned the system will automatically refresh the list of outstanding credits and you can proceed with assigning the remaining credits to the warrant. To be sure you have completed the process, just double check your report of outstanding credits before you actually print tax bills to verify you have assigned ever credit that needs to be assigned.

The majority of you are unlikely to maintain more than 100 credits at a time and are therefore unaffected. However we wanted to let everyone know as we ourselves were unaware of this characteristic until just recently. In the next update we’ll look to resolve this issue by, at the very least, adding notifications within the dialog box. But for now you should verify that you have assigned everything by reviewing the list of unassigned credits.

We apologize for the inconvenience.

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